Content workflow amber_swope_submitted

Content Workflow Design: How much is too much? Amber Swope

Overview
Introduction
Content development workflow
Prepare
Explore
Review
Refine
Discussion/Questions

Introduction
Amber Swope
Senior Consultant, Earley & Associates
Over 20 years of experience in the industry at multiple companies of varying sizes and industries
Supported information developers producing DITA content in Rational group at IBM
Author of numerous papers/presentations on information development and information architecture, including the DITA Maturity Model (with Michael Priestley)

Content development workflow
A workflow consists of a sequence of connected steps. It is a depiction of a sequence of operations, declared as work of a person, a group of persons. (Wikipedia)
Workflow components
Input
Transition
Output

How much is too much?
Goal = Balance
Control content
Who can create files
Who can edit files
Who can version files
Who can release files
Support stakeholders
Track file status
Generate reports
Find content quickly
Reuse content easily
Provide multiple file versions

Process: Prepare Prepare Explore Review Refine Research current processes Review processes Identify stakeholders Specify requirements

Prepare: Research current process
Is it documented?
Can you find it?
Do stakeholders follow it?
Is it voluntary or mandatory?
Is there more than one?

Prepare: Review processes
Do they work?
What do they do well?
Can they be improved?

Prepare: Identify stakeholders
What roles are involved?
Who needs access to the system?
What does each role do?

Prepare: Specify requirements
What workflows do you need by file type?
What standards do you need to support?
How much control is required?
What metadata is required?

Process: Explore Prepare Explore Review Refine Meet together Ask questions Negotiate transitions Identify input/output

Explore: Meet together
Be in the same room
Use white board, flip charts or post-its on a wall
Brainstorm and discuss

Explore: Ask questions
What are the roles?
What are their responsibilities?
When does content start?
Who determines when content changes?

Explore: Negotiate transitions
When do transitions occur?
What are the constraints?
Are they optional or mandatory?

Explore: Identify input/output
What is the input for each action?
What is the output for each action?
How do items enter the system?
Does it remain in the system?

Guidelines
Standardize actions for each role
If it’s hard to diagram, it will be hard to follow
You must agree on a standard workflow for the entire group
Remember that a person must perform each of the actions!!!

Process: Review Prepare Explore Review Refine Identify reviewers Create workflows Submit for review

Review: Identify reviewers
Same as stakeholders?
Which are required for approval?
Which are optional for approval?

Review: Create workflows
Use software to capture
Create one workflow for each file type
Name file with version number
Use colors consistently

Topic workflow example

Review: Submit for review
Present workflows in meeting
Lead discussion on each workflow
Specify feedback deadline

Process: Refine Prepare Explore Review Refine Analyze feedback Update workflows Summarize process

Refine: Analyze feedback
Determine if it conflicts with requirements
Identify who provided it and their role in the process
Review in context of all workflows

Refine: Update workflows
Again…and again until they are:
Concise
Clear
Useful
Don’t let them become works of art!

Refine: Summarize process
Provide summary by role and file type

Discussion/Questions
???

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Content workflow amber_swope_submitted

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